INSTRUCTIONS -RFP RESPONSE : RFP RESPONSE: In order to be considered for selection, offerors must submit a complete response to this RFP. If proposals are not submitted electronically through eVA, multiple hard copies must be submitted as instructed below. This instruction also applies to any supplemental documents necessary for a complete proposal not submitted electronically. COPIES: One (1) original and ( ) ____copies so marked of each proposal must be submitted to the issuing agency. In addition, 1 softcopy must also be submitted in MS Office 2000 format on high density 3.5 diskette(s) or CD. No other distribution of the proposal shall be made by the offeror.
INSTRUCTIONS -RFP-PREPARATION : PROPOSAL PREPARATION: a). Submission of Materials: Paper proposal documents shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation. b) Clarity of Proposal: Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.
INSTRUCTIONS -RFP-ORGANIZATION : PROPOSAL ORGANIZATION: Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. The proposal should cite the paragraph number, sub-letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub-letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place. The technical proposal paper responses should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in this single volume. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed. Pricing is requested to be submitted in separate binder or envelope and include a detailed breakout of the pricing.
INSTRUCTIONS -RFP-CRITICALITY : CRITICALITY OF REQUIREMENTS: As used in this RFP, the terms "must", "shall", "should" and "may" identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or "may" are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors' proposal.
INSTRUCTIONS -RFP-OWNERSHIP : OWNERSHIP OF ALL MATERIALS: Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. In addition, a summary of proprietary information submitted shall be submitted on the form provided if requested. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.
INSTRUCTIONS -RFP-ORAL PRES. : ORAL PRESENTATION: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted, thus offerors should assure that their proposals are complete, clear and concise at the time of submission
INSTRUCTIONS -RFP SPECIFICS 1 : SPECIFIC PROPOSAL REQUIREMENTS: To facilitate a detailed and thorough response in the time allowed, offerors may request a MS Word copy of the Statement of Needs for use in preparing their proposal.. It is strongly suggested that the proposal be organized in the following manner to facilitate the evaluators' review and evaluation. Submit proprietary information summary form identifying all proprietary information. (Note: Price cannot be declared proprietary, and neither can the entire proposal; therefore, do not place a confidential/proprietary statement at the beginning of the proposal that would apply to all pages, and do not place on every page. Also, do not copyright your proposal.)
INSTRUCTIONS -RFP-SPECIFICS 2 : LETTER OF INTRODUCTION: Provide a letter of introduction - place at the front of the proposal paper response. The contents of this letter must include the official name and address of the contractor submitting the proposal, and the name, address, and telephone number of the person(s) who will be authorized to act on behalf of the Offeror and bind the Offeror to all commitments made in the proposal and negotiations. Briefly identify the benefits to the Commonwealth of using your firm's services instead of another firm's services - why contracting with your firm would be the "best buy" for the agency. Confirm acceptance of the terms and conditions of the solicitation or identify those areas which modifications are requested for consideration. Not accepting the Commonwealth's terms and conditions may negatively impact the offeror's rating.
INSTRUCTIONS -RFP-SPECIFICS 3 : QUALIFICATIONS: Following the letter of introduction, provide a written narrative statement describing the offeror's qualifications and experience, and any partners or subcontractors to be utilized to include: a) Experience in providing the goods an/or services described herein. b) Names, qualifications, previous accomplishments, and related experience of key personnel to be assigned to the project. Resumes should be included. c) Describe qualifications and experience of any partners and/or subcontractors that your firm intends to utilize, portions of work they will be performing. d.) Provide a brief overview of your firm's history and current financial status that may include financial statements, bank references, and any other information that is relevant to your firm's financial stability and solvency. e) Describe your business structure to include the relationship between any parent company and subsidiaries, if applicable to your firm. f). Provide a comprehensive list of clients (private and governmental) for which you have provided similar goods and service. Provide phone number, fax number and email address of a minimum of 3 that the Commonwealth is may contact as references. g).Describe your firm's availability to start work immediately upon award, dedicate staff until completion of the project. Describe any other contracts/commitments that your firm has that may interfere with dedication to the project and timely completion.
INSTRUCTIONS -RFP-SPECIFICS 4 : STATEMENT OF NEEDS RESPONSE: After the information provided discussing qualifications, Offerors must provide specific, detailed plans for providing the proposed goods and services including the following, detailed by the Statement of Needs section. a) Provide details of all proposed goods and services including specific detailed descriptions how each requirement of the Statement of Needs will be accomplished. Simply stating that a task will be performed or goods provided without describing the methodology will not be satisfactory for the evaluation committee to determine if and how well a requirement is going to be accomplished. b) Discuss any additional goods or services offered for consideration not mentioned in the Statement of Needs that will improve the product and quality of the project. (Clearly identify these tasks, etc. as "additional" products or services offered to improve the project and clarify the costs associated to the additional work/services in the pricing proposal. c) Provide a detailed timeline with milestones for completion of measurable increments of work, delivery of deliverables/reports, invoicing, and completion of overall project. d)Identify all expectations of the Commonwealth. e) Clearly identify all deliverables.
INSTRUCTIONS -RFP-SPECIFICS 5 : PRICE PROPOSAL: Offerors must provide a price proposal with detailed break-out of pricing separate from the technical proposal.
INSTRUCTIONS -RFP-SPECIFICS 6 : INVOICING
Clarify invoicing/payment expectations. Progress payments will be allowed but should be associated with deliverables and/or measurable increments of work performed. At least 15% of the total price shall be retained until after acceptance by the agency. The invoices must refer to the milestone completed and must be accompanied by documentation verifying completion of that milestone. Progress payments will be allowed but should be associated with measurable increments of work performed.